PTA Leaders

Sample Agenda and Phrases to Use

 CALL TO ORDER (on time)

The president stands, raps gavel once and calls the meeting to order.

  •  The meeting will please come to order.

 OPENING CEREMONIES

Pledge of Allegiance (not “flag salute”)

  •  __________ will lead us in the Pledge of Allegiance. Will you please stand.

APPROVAL OF MINUTES

The secretary stands, addresses chair and reads minutes. Or (with approval of group) the minutes may be assigned to a committee for approval or correction.

NO MOTION NEEDED

  • The secretary will read the minutes of the meeting on __________ (date).
  • Are there any corrections?
  • The minutes stand approved as read.

OR

  • The minutes stand approved as corrected.

FINANCIAL REPORTS

 NO MOTION NEEDED

 

  • __________ will present the treasurer’s report.
  • You have heard the report of the treasurer. Are there any questions?”
  • The report will be filed for the auditor.

AUDIT REPORT (semi-annual)

 MOTION NEEDED TO ADOPT

  • It has been moved and seconded that the audit report be adopted.

(Follow steps for a motion.)

PRESENTATION OF BILLS

Bills are presented and their payment voted upon. (Bills should be itemized in minutes as to amount, who is to be paid and what payment covers.)

MOTION NEEDED TO PAY BILLS

  • The treasurer will read the bills.
  • It has been moved and seconded that the bills be paid.

(Follow steps for a motion.)

REPORT OF THE EXECUTIVE BOARD (for association meetings)

A summary report (not the minutes) is read for the information of the members. Recommendations are voted upon one at a time, the secretary moving the adoption of any of the recommendations.

MOTION REQUIRED

But a second is not required when a motion comes from a committee/board.

REPORTS OF COMMITTEES

President calls for the “report of the committee”, not the “chairman’s report”. Person making the report moves the adoption of any recommendations.

  • __________ will present the report of the committee.
  • Are there any questions regarding the report?
  • If not, the report will be filed.

OR

  • You have heard the recommendations.

(Follow steps of a motion.)

 UNFINISHED BUSINESS

  • The first item of unfinished business is __________.

 NEW BUSINESS

  • The first item of new business is __________.

 ADJOURNMENT

NO MOTION IS NECESSARY

  • The meeting is adjourned.